Administrative Assistant II (Finance)

The Administrative Assistant II is responsible for performing administrative support of on-site office and Association operations. This position will work closely with the office Managers and Coordinators to support them with general operations and meetings of the Association.

RESPONSIBILITIES

• This position reports to the Office Manager.
• Supports the workflow of a specific department or team.
• Answers and directs phone calls, including distribution of off-hours messages.
• Provides back up support to other Administrators including the Front Desk. Assists and directs all guests, clients and customers for meetings, appointments and service.
• Provides customer service and support to Residents for rentals and reservations.
• Performs general office support duties including: copying, filing, mailing and faxing; maintaining office directories and filing systems; managing office supplies. May also perform support tasks related to customer service, finance and human resources as needed.
• Schedules meetings, books conference rooms and assists in meeting support. Initiates action items from manager's meeting notes and distributes accordingly.
• Prepares basic correspondence (email, letter, etc.) as directed by manager and appropriate team members.
• Data entry required. Process, filter, and prepare work orders.
• Assists Managers and Coordinators with Board/Committee reports and meeting preparation.
• Assists with special projects as needed.
• Other duties as assigned.

This is NOT a remote work position. Must work on-site in office environment.

Education/Experience : High School Diploma or GED and 2-3 years related experience. Community management or HOA experience preferred.

Technical : Intermediate proficiency with Microsoft Office applications & internet. Ability to learn new software quickly. Working knowledge of post office protocol, mail processing, work order systems & handling. Attention to detail and professionalism required.

Communication : Communicates clearly & professionally. Contributes to a positive internal & external customer experience. Maintains composure in challenging situations. Collaborates with others. Asks for constructive feedback.

Problem Solving & Quality : Pays attention to detail. Identifies & solves problems. Escalates issues accordingly. Checks work for quality. Shares suggestions to improve quality & productivity.

Managing for Results : Works independently with minimal supervision. Takes projects to completion. Follows all company policies & SOPs. Manages multiple tasks. Demonstrates flexibility in workflow & scheduling.

Leadership & Initiative : Demonstrates a positive attitude. Acts in accordance with company vision, mission & values. Takes accountability for own performance. Willing to take on additional assignments. Seeks out opportunities for development.

PHYSICAL DEMANDS

The work environment is characteristic of an office environment: sitting, standing, walking, bending and lifting are required to perform job responsibilities. The employee must occasionally lift and move up to 20 lbs.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Inframark is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Learn more about us at Community Management - Inframark